Universal Jobmatch Employer Handbookmedia.gra.businesslink.gov.uk/id/hiring/6547/PDF-Guide... · · 2016-07-13© 2016 Department for Work and Pensions - All Rights Reserved –

© 2016 Department for Work and Pensions - All Rights Reserved – v3.2

Universal Jobmatch Employer Handbook

© 2016 Department for Work and Pensions - All Rights Reserved – v3.3 Page | 1

Table of Contents

Glossary ............................................................................................................ 2

Creating & registering your account. ............................................................... 3

Welcome to Universal Jobmatch ..................................................................... 4

Stage 1: Submit your information ..................................................................... 5

Stage 2: Check your email ............................................................................... 6

Stage 3: Create company account .................................................................. 7

Stage 4: Government Gateway account ......................................................... 8

Registering for a Government Gateway Account ............................................ 9

Stage 5: Confirm your account details ........................................................... 11

Creating and posting a job ............................................................................. 12

Step 1- Getting started ...................................................................... 12

Step 2- Job details ............................................................................ 13

2.1 Search Shortcut ...................................................................... 13

2.2 Job Information ....................................................................... 14

3. Job Description ............................................................................. 15

3. Job Description Continued……. .................................................... 16

4. Company Information .................................................................... 17

5. Apply Methods .............................................................................. 18

6. Additional Information ................................................................... 19

7. Your Library .................................................................................. 20

Step 3 – Search Options ................................................................... 21

1 Job Posting Criteria ....................................................................... 22

2 Jobseeker Skills/Keywords ........................................................ 22

3 Preview Your Job ........................................................................... 23

Jobseeker Search ............................................................................. 24

Additional Recruiters ...................................................................................... 25

Hints and Tips ................................................................................................. 25


Glossary

Bulk Upload

The ability for an employer to be able to upload a number of jobs at the same time onto Universal Jobmatch

Company The organisation/business that wishes to advertise job postings on Universal Jobmatch

Recruiter The individual employed by the company that performs actions (for example, uploads a job posting) within the service on behalf of that company.

URL Uniform Resource Locater (URL) can refer to any type of name or resource (files, programmes, web pages) on the internet.

XML File Extensible Markup Language (URL) is a textual format that can be both human and machine readable. It is extensively used across the internet to display data

Administrator A recruiter access level within UJ. The administrator level is the only one which has the ability to set up other recruiters on the company account.

Super User A recruiter access level within UJ. The super User can perform almost all the functions of the administrator. The detailed table is on page 29.

Standard User A recruiter access level within UJ. The Standard User can create and manage Jobseeker searches on UJ.

Hiring Manager A recruiter access level within UJ. A Hiring Manager can only view, rate and add notes to jobseeker folders.


Creating & registering your account.

Are you the first person in your organisation to post jobs through DWP either online or by phone?

Yes

Not Sure

No

You’ll need to register for an

account. Follow the steps in this guide to set up your Universal

Jobmatch

To find out if you already have an existing account, contact us on 0345 601 2001. (If you would like to speak to someone in Welsh please call 0345 601 4441).

Contact an existing user within your

organisation to arrange for you to be added to

your organisations

account

When you have access to your Universal Jobmatch account, you can post jobs, search for jobseekers and manage your account online.

If you have an existing account, we will email a link that takes you to the Universal Jobmatch account we’ve already created for you. This email will also include your Universal Jobmatch employer reference number. (This secure reference number cannot be given to you

over the telephone).

When you have access to your new Universal Jobmatch account, you can post jobs, search for jobseekers and manage your account

online.


Welcome to Universal Jobmatch You can access Universal Jobmatch via www.Gov.UK/advertise-job – select ‘start now’ to find our landing page

Select the ‘Register’ button on out landing page (pictured below) to start creating your account. As you go through this process please make sure you note down your –

Government Gateway Number

Employer Reference Number

Password

These will allow you to manage your account effectively.

http://www.gov.uk/advertise-job


Stage 1: Submit your information

To create a Universal Jobmatch account, you need to provide us with some important information about your company -

A valid Email Address

Company Name

Company Postcode.

If you leave any of the fields in this section blank, you won’t be able to continue creating your account.

Select the ‘Submit’ button to continue creating your account.


Stage 2: Check your email

Once the confirmation screen is displayed, you can close the current internet window/ browser tab by selecting the ‘X’ icon on the top right-hand corner.

An email will now have been sent to the email address you entered. Select the ‘Create account’ button or link (Depending on your email format) displayed within the email to continue creating your account.

Not received the Email???

Please check your spam folder and add our email address to your safe sender list.

Important: You must select the link in the email within 24 hours of receiving it. Otherwise it will become inactive and you’ll have to resubmit your information via the ‘Register’ button on the Universal Jobmatch Welcome page.


Stage 3: Create company account

We now need you to provide further information about you and your company. When adding your company name please refrain from using special characters/ symbols as this could cause issues when posting jobs.

Before you select the ‘Submit’ button make sure you have –

Read and Accepted the Privacy Policy

Read and Accepted the Terms and Conditions

Ticked the Cookies check box.

Remember, you’ll need to enter information in all fields that display an asterisk (*).


Stage 4: Government Gateway account

Important Your Universal Jobmatch Employer Reference Number is now displayed.

You must make a note of your Universal Jobmatch employer reference number, as you’ll need to have access to this information at a later stage of this registration process and for future correspondence.

Please Note When noting down your Universal Jobmatch Employer Reference Number – please pay careful attention. Ensure you correctly identify the letter O from the number 0.

Also on this page You need a Government Gateway account to securely access your Universal Jobmatch account. If your organisation already has a Government Gateway account to access other Government services, you can use the same one to access Universal Jobmatch.

Select the ‘Yes’ button if your organisation already has a Government Gateway account.

Select the ‘No’ button if your organisation does not already have a Government Gateway account

Handy Hint!! We have also sent you an email containing all the information on this page. This email also includes the option to create a Government Gateway account - However if you’ve already done this, you do not have to repeat the process.

Make a note of your Universal Jobmatch employer reference number. Please double check the number 0 and letter O to ensure your reference number

is correct.

Make a note of your Universal Jobmatch employer reference number.


Registering for a Government Gateway Account

You will need to enter –

First Name

Surname

Email Address

Create A New Password

Important The Password you create here – will be the password you use each time you login to your Universal Jobmatch Account. Please keep it safe

Select the ‘Submit’ button. You’ll then be directed to the Universal Jobmatch service enrolment screen.


Service Enrolment On this screen you will need –

Your Universal Jobmatch Employer Reference Number

Company Postcode

Employer Reference Number – you made a note of this number earlier on and we also sent it to you in an email. Also, make sure you have read and accepted the Terms and Conditions check box and then select ‘Next’ to continue.

Confirmation Your Government Gateway account has been created. Please make a note of your Government Gateway Number/User ID, as you’ll need to enter this information along with your password to access your Universal Jobmatch account.

Now Tick the box to say you have made a note of your User ID

Select the ‘Return to Universal Jobmatch’ link

Make a note of your Government Gateway User ID number.


Stage 5: Confirm your account details

Confirm your details are correct, if not amend them and then select the ‘Submit’ button.

Security Questions: Now simply set up a few simple Security Questions and your account will be ready for use. Make sure you login on a regular basis to keep your account active


Creating and posting a job

Step 1- Getting started

Please note that jobs you post can take up to 24 hours to become active on the site. If it is your first job on a new account, your job will be accessible to jobseekers within 24 hours - unless you have been contacted for additional information.

Everything you need to post and manage job adverts and manage your account can be accessed via the home page

Throughout the site you will see the green question mark, which provides you help on each section You can post jobs on Universal Jobmatch via the green Post a Job tab at the top of your homepage. Alternatively, you can also navigate to the Jobs tab via the main tool bar and select Post a Job from the drop down menu.


Step 2- Job details

Once you have selected the Post a Job tab you will then be re-directed to the Job Details page.

The Job Details page is split into 7 sections: 1. Search Shortcut 2. Job Information 3. Job Description 4. Company Information 5. Contact Information 6. Additional Information 7. Your Library

Remember, you’ll need to enter information in all fields that display an asterisk (*).

2.1 Search Shortcut

If you have ‘saved’ a job posting before, you will have the option to choose that particular job from the Search Shortcut Option. This will save time in adding information again and will automatically populate your saved job posting.


2.2 Job Information

The Job Information section is your first step in creating a job posting on UJ.

There are a number of fields to complete within this section, many of which are required*, however, some are only optional.

1. Job Title (required)

Try and put yourself in the shoes of the jobseeker. What words would they search for if they were looking for the job you are advertising? If you use terms that job seekers would actually search for, you will achieve a more tailored match to applicants.

2. Post for (required) 3. Location (required) - We recommend inputting a postcode first as this will automatically complete other fields. *this is the postcode of where the job itself is based* 4. Type (required) 5. Salary/Wage 6. Other Salary Info 7. Years of Experience. The years of experience field carries a warning, marked ‘IMPORTANT – Must read before selecting’ *In most cases this field should be marked as ‘not applicable’ unless there is a legal requirement for a particular length of experience.* 8. Career Level 9. Education Level 10. Your Reference Code 11. Number of jobs available for this vacancy (required)


3. Job Description The Job Description content is one of the most important elements of any job posting. Job seekers often decide whether or not to apply to a job based on the description provided. The Job Description section appears as the image below.

Important To comply with the Universal Jobmatch Terms & Conditions, it is very important that you think about the wording of your job description before placing the job posting. This will avoid any use of language that can imply potential discrimination, cause a complaint or delay your job from being posted to the site.

For example –

Mature school leaver, recently retired, office junior – all imply age. These are not acceptable

Energetic, physically fit – may imply no disabled applicants. These are not acceptable.

Barmaid/Barman, Waitress/Waiter - implies females/ males. These are not acceptable. Use Bar person, waiting staff instead.

To view your job before posting please click on the preview link underneath the job description


3. Job Description Continued…….

Posting an Effective Job Description There are a number of ways to increase the response to a job ad:

Use a catchy and descriptive Job Title to act as a 'hook’

Edit the job description to include additional keywords that may be used by job seekers in their searches.

Include as much information as possible about the job, including the salary and any benefits, if known.

Ensure the email address you entered during the job publishing process is accurate and functioning properly.

Use the formatting tools on the Job description section to make your job advert looks more appealing

The Four Different Methods used to Publish A Job Description.

1. Select a sample job description via the green Search Button after entering a relevant

Job Title - these can also be edited and tailored to your needs

2. Upload an existing document via the Browse tab - All MS Word versions from 2000 and beyond are supported. Once a document is uploaded the content is automatically put into the editor. You can then make any changes or updates to the content within the editor.

Please note - only one job description document can be used within a job posting, if another is uploaded it will over-ride the previous one.

3. Copy and Paste a document into the editor

4. Free text within the editor

Once you have provided a job description, it is highly recommended that the Preview tool is selected, this can be found below the editor. The Preview tool will enable you to check the formatting of the job description to ensure all appears correctly.


4. Company Information

Company Name is a ‘read-only’ field therefore your company name should automatically appear within the field.

Furthermore within this section it is optional for you to state your Company Industry.

Contact Information

This section is one of the most important as this will impact the way in which seekers apply for the vacancy posted. It is essential that you’re aware of what each method entails and choose the method which proves most convenient to your recruitment process.


5. Apply Methods

There are three “apply” methods available and you can only choose one: 1. Jobseekers apply online and are managed using my Universal Jobmatch account:

If you choose this method, an apply button will appear within your posting. Please note Non UK based applicants will not be able to apply via this method Please consider using one of the other options if you are advertising outside the UK.

2. Jobseekers apply online using a custom URL:

If you choose this method an ‘Apply’ button will also appear within your posting. However, when seekers choose to apply they will be redirected to the link you have

provided within the field. Please ensure that the link you provide does link to the correct page. If seekers are redirected to the wrong page they will not be able to apply.

3. Choose none of above apply options:

If you choose this method there will be no ‘Apply’ button featured within your posting. You will need to complete one of the ‘Contact Method’ fields below Ensure that you tick the box to the left of the field in order for the details to show

within your posting (see below).


6. Additional Information

Additional Information is not a compulsory section however you may wish to provide some information here within your posting if necessary.

Advertising in Europe is now a required field. You can find more information using the hyperlink on the website. Please note by selecting to advertise in Europe, means your job will be posted to the European Public Employment Services (EURES) jobs portal. NB – Universal Jobmatch has no control over your posting on EURES. Exemptions This box should not be ticked unless the salary you are offering is below the minimum wage. IMPORTANT - Ticking this box if you are paying the National Minimum Wage or above, will result in a delay of your job going live.


7. Your Library

Your Library is the final section of the Job Details page From here you can choose to ‘Save’ the job details for later use. This is when the Search Shortcut (refer to first stage of Job Details page) comes into play. If you choose to save the job details you will be able to refer to the job via the Search Shortcut field when you post again.

Once you have completed all required fields and have reviewed your posting, you can then move onto the next stage of the Job Posting process via the Continue button.


Step 3 – Search Options

The Search Options section is an important part of your Job Posting because -

It Impacts the way in which your Job Posting is found by seekers.

Helps find potential matches.

Most of the information on this page is required therefore you must ensure all fields are completed correctly.

This section is made up of three parts:

1. Job Posting Criteria

2. Jobseekers skills/keywords

3. Preview your job


1 Job Posting Criteria Dates

Set the dates of when the your job posting is due to Start and Finish Please note – if no expiry date is selected the posting will automatically expire 30 days from the posting date. A posting can only run for a maximum of 30 days. If you need more time for your posting you can renew your job easily. Details of renewing a posting can be found later on in this guide.

Occupation

You must input a Category/Occupation within this section. You can free text within this field or use the Browse list tab. By selecting a category you will be presented with a list of occupations. Once you have selected the occupation click on the Add button to select.

2 Jobseeker Skills/Keywords Accurately adding up to 5 relevant skills and keywords here will help ensure the best candidate match for your vacancy


3 Preview Your Job

From here you can preview your job posting as it will appear on the UJ site. If you notice any issues or errors within your job posting you can click onto the Job Details tab (below) and edit or update where necessary.

Once you have completed all required fields and are happy with your job posting – go ahead and make your job live. You have the option to Post job and view matches, Post job or Save for later.

Important Please note – if this is your first posting on Universal Jobmatch, the job will be reviewed and then become active on the site within 24 business hours unless you have been contacted for additional information. Any positions after these initial checks could take up to 2 hours to become active. Occasionally, jobs may need further approval and may take longer than the standard two hours.

Once you have posted your job this should now be visible on your homepage via the Manage Job Postings section.

To view your job on Universal Jobmatch or Gov.uk simply enter the job ID into the skills/ keywords search box and select search


Jobseeker Search

Creating a Jobseeker Search allows you to match a job you may wish to post against Jobseeker CV’s. Simply complete the jobseeker search fields, following the on-screen instructions.

A job description must be completed so that people, at a later stage, have full information about that job.

When the match has run and jobseekers have been found, you will be presented with a summary view of jobseekers' CV information. Next to each matched jobseeker is an option to 'Invite to apply'. If you choose to ask someone to apply for a job, then a notification is sent to them. They can read the job description and send their CV to you, via Universal Jobmatch. You can also turn a jobseeker search in to a job posting. Alternatively, you can run a match against any job postings you currently have.


Additional Recruiters Below are the steps to add additional recruiters:

1. Log into your Universal Jobmatch account

2. Under 'Your account' on the tool bar, select 'Manage recruiters'.

3. To add an additional recruiter, you'll need to click the Government Gateway link.

4. Click 'Manage Assistants'.

5. Add an assistant and fill out the mandatory fields.

Hints and Tips

Login on a regular basis to make sure your account stays active.

Jobs you post can take up to 24 hours to become active on the site – unless you have been contacted for additional information.

Job postings will automatically have a posting duration of 30 days, unless you have

specified a shorter duration.

Reviewing the Terms and Conditions on a regular basis is your responsibility. You will be made aware when any changes are made.

If you get stuck, remember - Help is available throughout Universal Jobmatch- just click on the green question mark for advice on a particular section. There is also a link to the Help-FAQs section at the bottom of every page.

For anything else please use the contact us link giving as much information as possible. This will help us solve your problem more efficiently.

Don’t Forget Keep these details safe – you will need them again to access your account –

Email Address

Government Gateway Number/User ID

Password

Employer Reference Number

Documents

Universal Jobmatch Employer Handbookmedia.gra.businesslink.gov.uk/id/hiring/6547/PDF-Guide... · · 2016-07-13© 2016 Department for Work and Pensions - All Rights Reserved –